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How to Develop an Effective Onboarding Process?



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Are you looking to hire new employees for your company? For that, you need to have the best onboarding process to hire employees. The onboarding process helps the employee more comfortable while joining the workplace. Companies need to develop an effective onboarding process to make them more productive, create zeal in them, and also make them fit into the company’s working culture. The onboarding process is a necessity for both the company and employees. In this article, we will explain what is an onboarding process and its best practices. Additionally, we will also explain how a project management tool can help in such processes.

What is an Onboarding Process?

The term onboarding process is nothing but the process of prefacing newly hired employees into the company. This onboarding process differs from one company to another. In some workplaces, the departments in the same company approach different onboarding processes.

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The onboarding process normally takes an average period of at least two months or less for the companies. During the onboarding process, the companies will get involved to complete the formalities of new hires. Further, this process helps out the employees to familiar with the company’s job nature.

Nowadays companies have started to use project management tools to hire new employees. Using the tool reduces the cost and saves time for the company.

In the upcoming section, we will describe the best onboarding process to follow in hiring new employees.

Best Onboarding Processes using Project Management Tool

As we said earlier, the onboarding process may differ from companies to another or even from departments within the same company. But, there are some common and best onboarding processes that the company should follow. Some of the best onboarding processes can help the new employees to learn the new skills, acquire knowledge, and get familiar with their colleagues. Some of them are,

Prior to First Day Onboarding

Once the company has hired an employee, they will give the joining date to begin the work. Normally, companies wait until the new employees begin work on a particular date. Sometimes there are delays in releasing the job offer to the employee. During these delayed periods, the company should make this a good to make them feel better and keep them informed.

Creating Unique Hiring Process

The companies must start the hiring process in a unique rather than the traditional process. Having a different hiring process will give a good impression to the new employees.

Instead of just hiring and asking them to start the work on the first day itself, try a new menu list during the onboarding. Like,

  • Sending some gifts and company kits to the employee.
  • An orientation program for the new hires.
  • Providing some occasions to meet new colleagues.

Explain Company Culture

Onboarding new employees are not the only commitment to the HR department. They are responsible for creating the onboarding process, approaching different hiring methods, and more. The team members such as managers, senior managers, or team leads should also involve in the employee onboarding process

You can involve your CEO or Founder of the company to explain the company’s working culture, values, vision, and missions. They can clearly explain what the company really needs from the employees. This kind of activity can be done by conducting presentations, inviting new hires to lunch or dinner, or even an office tour.

Implementing Onboarding Tools

The company needs to implement onboarding tools such as Project Management System, which helps the newly hired employees in various ways. The reason behind implementing this tool is that it tracks each and every task and activity of the new hires right from the basic formalities to the end of the training program.

You can use the Project Management System tools to implement the best onboarding process. The project management tools not only help in onboarding but also in the day-to-day tasks and activities. They also have in-build project scheduling features which are used to track the employee’s project or a task in a time period. For instance, integrate Microsoft Dynamics 365 HR features so that incoming and new employees can track their onboarding progress.

Implementing these kinds of onboarding tools reduces the paperwork and other formalities.

Conducting Meetings

You need to conduct meetings, either at your office or online meetings using Zoom, with your newly hired employee on one to one basis. The main motive behind these meetings is that you have the opportunity to check with the new hires. By conducting these meetings, you can develop healthy relationships with other colleagues as well as with the managers. This can be your part of the onboarding process.

Opportunity to Engage with Colleagues

During the onboarding process, the new hires will take time to gel with their colleagues. You can provide support in various ways to the new employee to engage with the team members.

  • Conduct a short meeting to introduce the team members to the new hires.
  • You can make a team member as a mentor to the new hire.
  • Conduct some team events to familiarize the team members.


Offboarding mainly helps the company to understand the employee experience. This is a very useful process, where can collect feedback, pros, and cons through survey forms or exit interviews. By understanding the employee experience, the company can focus on employee retention.

Benefits of Project Management Tool on Onboarding Process

There are numerous benefits to using Project Management Tool for the onboarding process.

Retention & Loyalty

Most of the employees will stay longer in the company if they experience a great and impressive onboarding process with the help of a project management tool.

Company Culture

Implementing the project management system for the onboarding process including the company’s vision, mission and values help the new hires to understand the company’s culture.


The use of project management tools, helps you to increase the productivity of the employees, reduces the burden, and saves time.

Business Risk

The project management tool acts as a place to keep both the business and employee’s contract forms, company policies, payroll forms, and more.

Cost Reduction

Onboarding without a project management tool takes a long time. With the help of the tool, you can hire and engage with new employees, and also onboard them within a short span. Thus, it reduces cost and time.

By using project management tools, you can increase your chances of hiring the best employee and getting the most out of them. These tools help you to create a good impression on the new hires from the moment they walk into the end of the process.

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